1824 Principal Administrative Analyst

Recruitment #PBT-1824-100868

Introduction

Applicants are encouraged to apply as soon as possible as this announcement may close at any time after 5:00 p.m. on November 1, 2019.

 

This is a Position Based Test conducted in accordance with Civil Service Rule 111A.

 

The current position is located at the San Francisco Department of Emergency Management in the Urban Areas Security Initiative (UASI) Division. The San Francisco Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1 dispatch, and homeland security grant distribution for the City and County of San Francisco. DEM was created in 2006 by local legislation that reorganized the Emergency Communications Department and the Office of Emergency Services into a single agency. For more information on the Department of Emergency Management, please visit: http://www.sfdem.org/.

Position Description:

Under the direction of UASI Chief Financial Officer, this position provides oversight and management of the Division of UASI contractual requirements of federal homeland security grant programs; reconciliation of allocation of complex grant projects; oversight of the preparation of contracts and Memorandums of Understanding (MOUs); development and monitoring of grant program budget activities; preparation and organization of complex reports for management presentation and audit reviews; and coordinating fiscal monitoring site reviews.

Essential Duties and Responsibilities:

  • Oversee and manage the preparation of MOUs, Letters of Agreement (LOA) and Professional Services Contracts in accordance with complex Homeland Security Grant provisions and the City’s contracting requirements; analyze contract deliverables in order to ensure compliance to grant guidelines; implement various programmatic and administrative controls in MOUs/LOAs and contracts; process project change requests and issue contract amendments, as necessary.
  • Oversee and conduct a variety of complex financial and policy analyses of all UASI grants; perform fiscal reconciliation activities of UASI grant awards; develop and monitor federal homeland security grant program budgets; prepare and develop complex grant financial and program status reports and compile complex financial and programmatic data.
  • Coordinate, prepare and organize extremely complex and difficult accounting records for audit reviews; coordinate responses to internal and external program and financial audits; Enhance the MOU process to address emerging issues and realign with new requirements from grant provisions.
  • Conduct fiscal monitoring site reviews of sub-recipient grant project expenditure activities to ensure grant compliance.
  • Interact with executive management, program staff, grants management staff, City agencies and Bay Area sub-recipient jurisdictions on a regular basis; meet with management team and grants management staff of various jurisdictions to interpret grant requirements and provide technical assistance; prepare and present reports and conduct workshops to grant managers, administrators, and fiscal staff of various agencies; ensure that all sub-recipient jurisdictions in the Bay Area UASI region follow applicable grant provisions.
  • Supervise the work of Grants Analysts in processing contracts and MOUs, and provide guidance for improved grants management practices.
  • Perform other related duties as required.

Minimum Qualifications

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university, and five (5) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

2. Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major college coursework as described in Note B, and four (4) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

3. Possession of a baccalaureate degree from an accredited college or university, and six (6) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

4. Possession of a baccalaureate degree from an accredited college or university with major college coursework as described in Note B, and five (5) years full-time-equivalent experience performing professional-level analytical work as described in Note A.

SUBSTITUTION: Applicants may substitute up to 2 years of the required education with additional qualifying experience in budget analysis, financial analysis and reporting, legislative/policy analysis, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

Notes on Qualifying Experience and Education:

A. Qualifying professional-level analytical experience must be in one or more of the following functional areas: complex budget analysis, development and administration; complex financial/fiscal analysis and reporting; development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy; complex grant administration and monitoring; complex program evaluation and planning; complex legislative analysis; complex economic analysis; or other functional areas related to the duties of positions in Class 1824, where the primary focus of the job is complex professional-level analysis for evaluation, recommendation, development and implementation of major programs and functions of department/organization. Analytical experience equivalent to the duties of Class 1823 is considered qualifying.

 

B. Coursework applicable to a baccalaureate or higher degree in specialized subject matter areas such as public or business administration, management, business law, contract law, public policy, urban studies, economics, statistical analysis, finance, accounting or other fields of study closely related to the essential functions of positions in Class 1824.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

SPECIAL CONDITION - In addition to meeting the minimum qualifications above, position requires applicants to meet the following requirement in order to qualify:

*Four years of experience performing contract administration:  selection, review, and maintain. Recent and verifiable professional experience in the following areas of contract administration: contractor solicitation and selection; contract development and production; review and processing of approvals; and contract maintenance.

The above minimum qualifications reflect one special condition associated with the position to be filled. It may differ from the standard minimum qualifications associated with this classification. 

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

Desirable Qualifications:

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

* Experience with Peoplesoft financial accounting system

* Experience administering California State and Bay Area Urban Areas Security Initiative (Bay Area UASI) programs

* Accounting certification

* Advanced MS Excel experience (demonstrated via class certificates or similar)

VERIFICATION:

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.  If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456.  Failure to provide the required verification when requested may result in rejection of application and/or removal from eligibility for referral and appointment in this class.  Verification may be waived if impossible to obtain. The applicant must submit a signed statement explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis.

NOTE: 

Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification from this and future job opportunities with the City and County of San Francisco.

Verification of required work experience typically must be on the employer’s letterhead, and must include the applicant’s name, job title, description of job duties, dates of employment, hours per week, and signature of the employer, supervisor, or appropriate representative.  City and County of San Francisco (CCSF) employees do not need to submit verification of their City employment, but must submit written verification of outside experience. CCSF employees will not receive credit for experience obtained outside of their classification unless recorded in accordance with the provisions of the Civil Service Rule 110.9.1/111A.11.2. 

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date.  Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.  To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.  Applicants should retain this confirmation email for their records.  Failure to receive this email means that the online application was not submitted or received.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline.  Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Patty Wong, by telephone at 415-558-3821, or by email at patty.wong@sfgov.org.

Selection Procedures

Minimum Qualifications Supplemental Questionnaire - (Weight:  Qualifying)

Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.  Only those applicants who meet the minimum qualifications will be invited to participate in the written multiple-choice examination.

 

Written Multiple-Choice Examination - (Weight:  40%) 

Candidates will be invited to participate in a written, multiple-choice examination, designed to measure their relative knowledge, skills and abilities in job-related areas. The “core” multiple-choice examination component may include but not be limited to:

•Ability to evaluate/analyze information/data and to exercise good judgment relative to that evaluation or analysis

•Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas)

•Ability to use various computer software programs

Your score on the Core Exam is not valid for any other classifications in the Admin Analyst Series. You cannot apply a score from the Core exam used for 1820, 1822 or 1823, as it is a different test.

Supervisory Test Battery - (Weight: 60%) 

Candidates who attain a minimum passing score on the written examination component will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication & Conflict Management.  For more information about this Supervisory Test (and a suggested reading list) please visit: http://www.sfdhr.org/Modules/ShowDocument.aspx?documentid=11676

 

A passing score must be achieved on the Written Multiple-Choice Examination and the Supervisory Test Battery in order to continue in the selection process.

 

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

Candidates may receive two or more scores in association with the above selection components. One or more will correspond to the core component of the multiple-choice exam component (i.e., core examination and/or one or more specialty areas).  Those candidates who participate in the Supervisory Test Battery, will attain an additional score.  Any scores attained on each of these components will be valid and 'banked' for three years, starting from the date of the examination.  This means that, during this three-year time period, you will not be required to take any test components for which you have already attained a score. Your score on the Core Exam is not valid for any other classifications in the Admin Analyst Series. You cannot apply a score from the Core exam used for 1820, 1822, or 1823, as it is a different test.

The Supervisory Test Battery may be used for many other classes, therefore your test score may be applied to other classes if you choose to apply to future recruitments.  If the selection process for the future announcement is held within one year of the date of this examination and it includes any of these components (i.e., core exam, specialty subtest(s) and/or supervisory test battery), your score(s) for the corresponding test component(s) will be automatically applied to that announcement.  However, after one year, you have the option to either (a) apply your test score(s) to the other announcement or (b) re-take the test component(s).  Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which the test component (core, specialty subtest or supervisory test battery) is used.

Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

For your reference, a Multiple-Choice Test Preparation Manual is available on the DHR website: http://www.sfdhr.org/modules/showdocument.aspx?documentid=18426.

Certification Rule:

The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores.  The hiring department may conduct additional selection processes to make final hiring decisions.

Eligible List:

A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

 

The duration of the eligible list resulting from this examination process will be six (6) months, and may be extended with the approval of the Human Resources Director.

 

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/ASO-Level-Chart.pdf?documentID=21246.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

Reasonable Accommodation Request:

Applicants with disabilities requiring reasonable accommodation for this examination can find information on requesting a reasonable accommodation at

http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

Seniority Credit in Promotional Exams:

Information regarding seniority credit can be found at:

http://www.sfdhr.org/index.aspx?page=20#senioritycredit

 

Veterans Preference:

Information regarding requests for veterans preference can be found at: http://www.sfdhr.org/index.aspx?page=20#veteranspreference

 

Terms of Announcement:

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

 

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Copies of Application Documents:

Applicants are advised to keep copies of all documents submitted. Submitted documents become a permanent part of the exam record and will not be returned. The hiring department may require applicants to submit the same documents and/or additional documents at a later date.

 

Right to Work:

All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

 

General Information concerning City and County of San Francisco Employment Policies and Procedures:

Important Employment Information for the City and County of San Francisco can be obtained at http://www.sfdhr.org/index.aspx?page=20 or hard copy at 1 South Van Ness Avenue, 4th Floor.

 

Exam Type: Combined, Promotive, Entrance

Issued: October 17, 2019

Micki Callahan, Human Resources Director

Department of Human Resources

Recruitment ID #: PBT-1824-100868

DEM/PW 415-558-3821

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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